Medical Secretary in Bath

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Support the Team Leader.

We are looking for an enthusiastic team player to join our team at Cestria Health Centre. We have an excellent GP and Nursing Team and a supportive and efficient administrative team. Candidates should be good communicators with a track record for delivering excellent customer care and have the ability to work under pressure. Confidentiality is integral to this role.

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Ability to understand advanced level of medical terminology.
• Ability to use an advanced level of grammar, spelling and the ability to understand/change medical acronyms.
• Typing letters, reports and associated documentation as required.
• Audio typing including being able to accurately transcribe GPSI letters into correct template and send to referring clinician.
• Ability to follow instruction given from transcription after typing letter i.e. refer onto GPSI clinic, arrange follow-up, book or create scheduled task depending on time frame or discharge patient.
• To be able to attend meetings upon request and accurately transcribe and document minutes.
• Circulate agendas and minutes in a timely manner.
• To be able to accurately import referral proformas into SystmOne and send communication to relevant colleagues as required.
• To be able to create and amend templates upon request within SystmOne.
• To have an overview of GPSI appointments and book cancellations as and when they occur.
• Liaise with rota master re capacity and demand with clinics, and request changes to rota where possible.
• To have an overview of the GPSI waiting lists and keep them up to date and accurate.
• To be able to add and cancel meetings on meeting list upon request and inform relevant staff accordingly.
• To be able to add dates to meetings list using the 12 weekly meeting templates.
• To be able to create a policy accurately and comprehensively upon request following new and updated information received.
• To be able to circulate policies to appropriate members of staff and add to Teamnet once agreed.
• Demonstrate flexibility when cover is required due to annual leave and/or sickness at both sites including working from both sites by giving direction to other members of the team.
• Assisting the Team Leader in the day-to-day running of the department.
• Taking a leadership role under the instruction of the Team Leader to ensure workload is completed during annual leave periods and protected management meetings etc.
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
• Managing all enquiries in an effective manner.
• Maintaining an accurate referrals database.
• Actioning all incoming email.
• Processing letters as requested.
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
• Inputting data into the patients healthcare records as necessary.
• Processing referrals using the electronic referral system (ERS).
• Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms.
• Clinically coding data on SystmOne.
• Answering incoming phone calls, transferring calls or dealing with the callers request appropriately.
• Managing all administrative queries as necessary.
• Carrying out system searches as requested.
• Maintaining a clean, tidy, effective working area at all times.
• Supporting all clinical staff with general administrative tasks as requested.
• To be able to keep up to date referral database and collate information as requested by clinician.
• To complete monthly GPSI datasets for invoicing.